If you’re using a Board management system, ensure that it offers secure document storage. Your organization is responsible for handling a large amount of information from financial reports to governing documents and you need to ensure that everyone has secure access. You might consider implementing a portal that allows members to comment and share documents before meetings, or even during meetings.
It is important to communicate clearly in advance of the meeting to remind board members about the meeting, as well as any necessary documents. It is important to send the agenda and all supporting materials a week before the meeting to ensure that everyone can review the agenda and be prepared for the meeting. It’s also an excellent idea to ask for any additional feedback from your board in advance of the meeting. This will allow you to address concerns before they come up at the meeting.
Virtual boards are comprised from a variety who have their own schedules and obligations. If you are able make it work, try scheduling your virtual meetings for times when most members will be available, and avoid early mornings or late nights as well as regular break times. If this isn’t possible make use of a digital tool to find the most convenient time for everyone.
It’s crucial to establish some rules for your virtual meetings that you adhere to. For example, it’s best to mute your microphone when you’re not talking and hold meetings in a quiet location free of distractions. It’s also helpful to have a designated minutes-taker in every virtual meeting, who will keep the discussion on track and keep track of all motions and actions in writing.